Staff Maintenance - Correspondence tab

The Correspondence tab stores communications and documents relating to a community member. All emails and SMS messages sent to community members and documents uploaded to DocMan tabs are automatically displayed in the appropriate Correspondence tab. You can:

view SMS messages, emails and attachments sent to the community member in Synergetic
view documents uploaded to the community member's DocMan tab
import emails from Microsoft Outlook by dragging them from Microsoft Outlook and dropping them onto the correspondence grid. See Dragging and dropping emails from Microsoft Outlook in the Introduction manual.

Note: Fields in this tab are not editable. You cannot edit or delete correspondence through this tab.

Opening the Correspondence tab

To open the Correspondence tab:

Select Module > Human Resources > Staff Maintenance from the main menu.
Tip: You can also access the staff functions by clicking .
Search for the staff member. See Searching for staff members.
The Personal tab of the Staff Maintenance window is displayed.
Click the Correspondence tab.
The Correspondence tab of the Staff Maintenance window is displayed.

Staff Maintenance - Correspondence tab key fields and buttons
Grid area fields

Field	Description
Date	Date the correspondence was added.
Sender	Name of the community member who sent the correspondence. Note: This field is only displayed if the Display - Normal filter field is selected.
SenderEmail	Email of the sender.
Receiver	Name of the community member who received the correspondence. Note: This field is only displayed if the Display - Mine All filter field is selected.
Module	Module the correspondence originated from. For example: SYS, for emails and SMS messages sent from Synergetic. EXTERNAL for emails imported from Microsoft Outlook.
Classification	Classification of the document if the record is from DocMan. See luDocumentClassification lookup table in the System maintenance manual.
Subject	If the document is: an email, this is the subject line of the correspondence a document from DocMan, this is the document description.
Attach	Number of attachments an email correspondence has.
Type	Type of correspondence. For example, email, document, SMS.
Sent?	Whether the selected correspondence has been sent. Note: Unsent correspondence is displayed using red text with the exception of DocMan correspondence.

Filter sub-tab fields and buttons

Fields

Field	Description
Display	Select to display: Mine - correspondence you have sent to the community member Mine All - all correspondence you have sent Normal - all correspondence sent to this community member.
Include lives with	Include correspondence sent to people the community member lives with.
Select/Deselect all types	Select or clear this field to select or clear all Type fields.
Type	Filter the correspondence grid by the type of correspondence. For example, email or SMS. Cleared correspondence types are not displayed.
Date From	View correspondence sent or imported on or after this date.
Date To	View correspondence sent or imported on or before this date.
Subject	View correspondence that includes these words in the subject line.
Classification	View correspondence of the specified classification.
Module	View correspondence created by the specified Synergetic module. For example, debtor statements generated by the debtor module.
Content	View correspondence that includes these words in the content.
Auto Refresh	Select to automatically refresh the grid when the filter fields are changed.

Buttons

Button	Description
	Refresh the grid if you have changed the filter field selections.
	Clear the filter field selections.

Details sub-tab fields

Field	Description
Sender	Name of the community member who sent the correspondence.
Sender Email	Email of the person who sent the correspondence.
Received Email	Email address the email correspondence was sent to.
Subject	If the document is: an email, this is the subject line of the correspondence a document from DocMan, this is the document description.
Content Prev	Brief preview of the content of the correspondence.
Classification	Classification of the correspondence. For example, Photo, Payroll, etc.
Module	Module the correspondence originated from. For example: SYS, for emails and SMS messages sent from Synergetic. EXTERNAL for emails imported from Microsoft Outlook.
Type	Type of the correspondence. For example, SMS, Sent email, etc.
Correspondence Sent	If selected, the correspondence was sent to the receiver email.

Content sub-tab fields

This tab displays the text content of the correspondence.

Note: If there is no text content, a representation of the content is displayed. For example, the 'content' of a jpg photograph uploaded to the DocMan tab would read 'JPG'.

Attachments sub-tab fields and buttons

This tab lists the file names of any attachments included in the correspondence.

Buttons

Button	Description
	Open the selected email attachment or document. Tip: You can also open the attachments by double clicking on their filename.

Common Buttons

Button	Description
	Delete the imported email. Note: Only emails imported from Microsoft Outlook can be deleted. Communications sent from Synergetic and imported documents cannot be deleted from the Correspondence tab.